Office Manager/Administrative Assistant

Job Description
Office Manager/Administrative Assistant

Better Community Neighborhoods, Inc. (BCNI) is a 501(c)(3) not-for-profit organization with an office located in the City of Schenectady, NY. We play a critical role in the revitalization efforts in both the City and County of Schenectady, and neighboring Montgomery County. As the leading non-profit housing organization in the area, BCNI’s work focuses on low- and moderate-income households. We provide eligible residents a range of services funded by state, federal and private sources including:

• Promoting homeownership through housing counseling and financial literacy and by providing downpayment assistance for first-time home buyers.
• Supporting struggling homeowners with foreclosure prevention counseling.
• Providing renovation and rehabilitation assistance to address accessibility needs, code violations and other health and safety issues for owner-occupied property.
• Developing and managing a growing portfolio of affordable rental properties.

We seek energetic and dynamic individuals who share our passion for community revitalization and our commitment to improving the lives of the residents of our community to join our growing team.

Key Responsibilities:

Under the general direction of the Chief Executive Officer and other senior-level staff, the Office Manager/Administrative Assistant interacts with all employees, board members, the public and organizations with which we work. The position revolves around performing tasks that support the administrative functions of the agency.

Office Management:

• Oversee the day-to-day operations of the office, ensuring a functional, welcoming, and efficient work environment for staff and visitors.
• Manage office supplies, equipment, and inventory, placing orders and coordinating with vendors as needed.
• Act as the primary liaison with building management for maintenance, repairs, and compliance.

Administrative Support:

• Answer and route phone calls and emails, serving as the first point of contact for inquiries and visitors.
• Performs client intake, computer data entry, and assists clients with applications and document management.
• Provide administrative support to the Chief Executive Officer, leadership team, and program staff, including managing schedules, coordinating meetings, and preparing documents.
• Assist with grant applications, reporting, and compliance by gathering and organizing required documentation.
• Manages incoming and outgoing mail.

Recordkeeping and Compliance:

• Assist in maintaining organized and up-to-date records, including grant files, vendor agreements, and personnel documents.
• Ensure office operations comply with organizational policies and relevant legal and regulatory requirements.

Team Support and Coordination:

• Support staff with administrative needs to ensure smooth program delivery, such as preparing materials for closings, workshops, or events.
• Help onboard new employees by preparing workstations and providing an overview of office systems and policies.
• Coordinate logistics for board meetings, including scheduling, and preparing materials.

The location of the position is in Schenectady, NY.

The list of duties and responsibilities is an example of tasks performed by this position and is not all inclusive. Other duties and responsibilities may be assigned as needed and deemed appropriate for the position.

Qualifications:

• Excellent verbal and written communication.
• Proven experience in office management, administrative support, or a related role, preferably within a non-profit or mission-driven organization.
• Efficient working with computer operating systems, performing on-line searches, and electronic record-keeping.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficient with database management, recordkeeping, and basic accounting.
• Excellent customer service skills (teamwork, courtesy, effective communications).
• Ability to write correspondence; prepare reports, and triage agency customers of all types.

Education and related qualifications:

• High school diploma (required). The ideal candidate will have 2-3 years of experience working in a professional office environment in a multi-faceted role such as the one described above. Prior experience with a non-profit organization or similar mission-oriented organization is preferred but not required. Bilingual (English and Spanish) helpful but not required.

Salary and Benefits:

Annual salary starting at $40,000 year (40 hours/week), commensurate with experience, including employee benefits (health care, dental care, paid time off, 401k).

How to Apply:

Interested candidates should submit a resume and cover letter detailing their relevant experience and interest in the position to info@bcnihousing.org. Applications will be accepted, and interviews will be conducted until the position is filled.

Equal Opportunity Employer: BCNI is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Last updated : February 3, 2025

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Education:

• High school or equivalent (Required)

Experience:

• office administrative: 2 years (Preferred)

Language:

• Spanish (Preferred)

Ability to Commute:

• Schenectady, NY 12305 (Required)

Work Location: In person

Salary : $40,000